Unit 6Learning Outcomes 1. Describe the appraisal process. 2. Develop, evaluate, and administer at least four performance appraisal tools. 3. Explain and.

Unit 6Learning OutcomesUnit 6Learning Outcomes

1. Describe the appraisal process.

2. Develop, evaluate, and administer at least four performance appraisal tools.

3. Explain and illustrate the problems to avoid in appraising performance.

4. List and discuss the pros and cons of six appraisal methods.

5. Perform an effective appraisal interview.

6. Discuss the pros and cons of using different raters to appraise a person’s performance.

1. Describe the appraisal process.

2. Develop, evaluate, and administer at least four performance appraisal tools.

3. Explain and illustrate the problems to avoid in appraising performance.

4. List and discuss the pros and cons of six appraisal methods.

5. Perform an effective appraisal interview.

6. Discuss the pros and cons of using different raters to appraise a person’s performance.

© 2005 Prentice Hall Inc. All rights reserved.© 2005 Prentice Hall Inc. All rights reserved. 9–19–1

© 2005 Prentice Hall Inc. All rights reserved. 9–2

Comparing Performance Appraisal and Performance Management Performance appraisal

– Evaluating an employee’s current and/or past performance relative to his or her performance standards.

Performance management– The process employers use to make sure

employees are working toward organizational goals.


Why Performance Management?

Increasing use by employers of performance management reflects:– The popularity of the total quality

management (TQM) concepts.– The belief that traditional performance

appraisals are often not just useless but counterproductive.

– The necessity in today’s globally competitive industrial environment for every employee’s efforts to focus on helping the company to achieve its strategic goals.


An Introduction to AppraisingPerformance Why appraise performance?

– Appraisals play an integral role in the employer’s performance management process.(identifying,measuring and developing their performance)

– Appraisals help in planning for correcting deficiencies and reinforce things done correctly.

– Appraisals, in identifying employee strengths and weaknesses, are useful for career planning

– Appraisals affect the employer’s salary raise decisions or promotion related issues.


Classroom Teaching

Appraisal By Students

Figure 9–1

Source: Richard I. Miller, Evaluating Faculty for Promotional and Tenure (San Francisco: Jossey-Bass Publishers, 1987), pp. 164–165. Copyright © 1987, Jossey-Bass Inc., Publishers. All rights reserved. Reprinted with permission.


Realistic Appraisals

Motivations for soft (less-than-candid) appraisals– The fear of having to hire and train

someone new– The unpleasant reaction of the appraisee– A company appraisal process that’s not

conducive to candor Hazards of giving soft appraisals

– Employee loses the chance to improve before being forced to change jobs.

– Lawsuits arising from dismissals involving inaccurate performance appraisals.


Continuous improvement

A management philosophy that requires employers to continuously set and relentlessly meet ever-higher quality, cost, delivery, and availability goals by:– Eradicating the seven wastes:

• overproduction, defective products, and unnecessary downtime, transportation, processing costs, motion, and inventory.

– Requiring each employee to continuously improve his or her own personal performance, from one appraisal period to the next.


The Components of an Effective Performance Management Process

Direction sharing Role clarification Goal alignment Developmental goal setting Ongoing performance monitoring Ongoing feedback Coaching and support Performance assessment (appraisal) Rewards, recognition, and compensation Workflow and process control and return

Figure 9–2


Defining Goals and Work Efforts

Guidelines for effective goals– Assign specific goals– Assign measurable goals– Assign challenging but doable goals– Encourage participation

SMART goals are:– Specific, and clearly state the desired

results.– Measurable in answering “how much.”– Attainable, and not too tough or too easy.– Relevant to what’s to be achieved.– Timely in reflecting deadlines and

milestones.


Performance Appraisal Roles

Supervisors– Usually do the actual appraising.– Must be familiar with basic appraisal

techniques.– Must understand and avoid problems that

can cripple appraisals.– Must know how to conduct appraisals fairly.


Performance Appraisal Roles (cont’d) HR department

– Serves a policy-making and advisory role.– Provides advice and assistance regarding

the appraisal tool to use.– Prepares forms and procedures and insists

that all departments use them.– Responsible for training supervisors to

improve their appraisal skills.– Responsible for monitoring the system to

ensure that appraisal formats and criteria comply with EEO laws and are up to date.


Steps in Appraising Performance

Defining the job– Making sure that you and your subordinate

agree on his or her duties and job standards.

Appraising performance– Comparing your subordinate’s actual

performance to the standards that have been set; this usually involves some type of rating form.

Providing feedback– Discussing the subordinate’s performance

and progress, and making plans for any development required.


Designing the Appraisal Tool

What to measure?– Work output (quality and quantity)– Personal competencies– Goal (objective) achievement

How to measure?– Graphic rating scales– Alternation ranking method– MBO


Performance Appraisal Methods

Graphic rating scale– A scale that lists a number of traits and a

range of performance for each that is used to identify the score that best describes an employee’s level of performance for each trait.

– Traits Such as Communication or team work– Range of performance values unsatisfactory

to outstanding.

What to measure ?

Generic job dimensions – communication,team work,know how, and quantity.

Appraise job’s actual duty :Assesses job’s main duty. How well employee does his duty ?

Competency based appraisal .(nurse ex)



Graphic Rating

Scale with Space for

Comments

Figure 9–3


Portion of an Administrative Secretary’s Sample Performance Appraisal Form

Figure 9–4 Source: James Buford Jr., Bettye Burkhalter, and Grover Jacobs, “Link Job Description to Performance Appraisals,” Personnel Journal, June 1988, pp. 135–136.


Performance Management

Outline


Outline

Figure 9–5a Source: www.cwru.edu.


Figure 9–5b


Outline(cont’d)


Outline(cont’d)

Source: www.cwru.edu.



Outline (cont’d)


Outline (cont’d)

Figure 9–5c Source: www.cwru.edu.


Performance Appraisal Methods (cont’d) Alternation ranking method

– Ranking employees from best to worst on a particular trait, choosing highest, then lowest, until all are ranked.

Paired comparison method – Ranking employees by making a chart of all

possible pairs of the employees for each trait and indicating which is the better employee of the pair.


Alternation Ranking Scale

Figure 9–6


Ranking Employees by the Paired Comparison Method

Figure 9–7

Note: + means “better than.” − means “worse than.” For each chart, add up the number of 1’s in each column to get the highest-ranked employee.


Performance Appraisal Methods (cont’d) Forced distribution method

– Similar to grading on a curve; predetermined percentages of ratees are placed in various performance categories.

– Example:• 15% high performers• 20% high-average performers• 30% average performers• 20% low-average performers• 15% low performers

Narrative Forms


Performance Appraisal Methods (cont’d) Behaviorally anchored rating scale (BARS)

– An appraisal method that uses quantified scale with specific narrative examples of good and poor performance.

Developing a BARS:– Generate critical incidents(specific

illustrations)– Develop performance dimensions– Reallocate incidents– Scale the incidents– Develop a final instrument

BARS for grocery checkout clerks

Knowledge and judgement Conscientiousness Skill in human relations Skill in operation of register Skill inbaggaging Organizational ability of checkstand work Skill in monetary transaction Observational ability



Performance Appraisal Methods (cont’d) Advantages of using a BARS

– A more accurate gauge– Clearer standards– Feedback– Independent dimensions– Consistency


Appraisal-Coaching Workshee

t

Figure 9–8

Source: Reprinted with permission of the publisher, HRnext.com; copyright HRnext.com, 2003.


Examples of Critical Incidents for an Assistant Plant Manager

Table 9–1


Example of a Behaviorally

Anchored Rating Scale for the Dimension

Salesmanship Skill

Figure 9–9

Source:Walter C. Borman, “Behavior Based Rating,” in Ronald A. Berk (ed.), Performance Assessment: Methods and Applications (Baltimore, MD: JohnsHopkins University Press, 1986), p. 103.


Management by Objectives (MBO)

Involves setting specific measurable goals with each employee and then periodically reviewing the progress made.1. Set the organization’s goals.2. Set departmental goals.3. Discuss departmental goals.4. Define expected results (set individual

goals).5. Performance reviews.6. Provide feedback.


Computerized and Web-Based Performance Appraisal

Performance appraisal software programs– Keep notes on subordinates during the year.– Electronically rate employees on a series of

performance traits.– Generate written text to support each part

of the appraisal. Electronic performance monitoring (EPM)

– Having supervisors electronically monitor the amount of computerized data an employee is processing per day, and thereby his or her performance.


Potential Rating Scale Appraisal Problems Unclear standards

– An appraisal that is too open to interpretation.

Halo effect– Occurs when a supervisor’s rating of a

subordinate on one trait biases the rating of that person on other traits.

Central tendency– A tendency to rate all employees the same

way, such as rating them all average.


A Graphic Rating Scale with Unclear Standards

Table 9–2

Note: For example, what exactly is meant by “good,” “quantity of work,” and so forth?


Potential Rating Scale Appraisal Problems (cont’d) Strictness/leniency

– The problem that occurs when a supervisor has a tendency to rate all subordinates either high or low.

Bias– The tendency to allow individual differences

such as age, race, and sex to affect the appraisal ratings employees receive.


How to Avoid Appraisal Problems

Learn and understand the potential problems, and the solutions for each.

Use the right appraisal tool. Each tool has its own pros and cons.

Train supervisors to reduce rating errors such as halo, leniency, and central tendency.

Have raters compile positive and negative critical incidents as they occur.


Who Should Do the Appraising?

The immediate supervisor Peers Rating committees Self-ratings Subordinates 360-Degree feedback



Advantages and Disadvantages of Appraisal Tools

Table 9–3


The Appraisal Interview

Types of appraisal interviews– Satisfactory—Promotable– Satisfactory—Not promotable– Unsatisfactory—Correctable– Unsatisfactory—Uncorrectable

How to conduct the appraisal interview– Talk in terms of objective work data.-

accidents,absence,tardiness,order processing time.

– Don’t get personal.– Encourage the person to talk.– Don’t tiptoe around.– Get agreement


Performance Contract

Figure 9–10

Source: David Antonion, “Improving the Performance Management Process Before Discontinuing Performance Appraisals,” Compensation and Benefits Review May–June 1994, p. 33, 34.


Checklist During the Appraisal Interview

Figure 9–11

Source: Reprinted with permission of the publisher, HRnext.com. Copyright HRnext.com, 2003.


The Appraisal Interview (cont’d)

How to handle a defensive subordinate– Recognize that defensive behavior is

normal.– Never attack a person’s defenses.– Postpone action.– Recognize your own limitations.



How to criticize a subordinate– Do it in a manner that lets the person

maintain his or her dignity and sense of worth.

– Criticize in private, and do it constructively.

– Avoid once-a-year “critical broadsides” by giving feedback on a daily basis, so that the formal review contains no surprises.

– Never say the person is “always” wrong

– Criticism should be objective and free of any personal biases on your part.



How to ensure the interview leads to improved performance– Don’t make the subordinate feel threatened

during the interview.– Give the subordinate the opportunity to

present his or her ideas and feelings and to influence the course of the interview.

– Have a helpful and constructive supervisor conduct the interview.

– Offer the subordinate the necessary support for development and change.



How to handle a formal written warning– Purposes of the written warning

• To shake your employee out of bad habits.

• Help you defend your rating, both to your own boss and (if needed) to the courts.

– Written warnings should:• Identify standards by which employee is judged.

• Make clear that employee was aware of the standard.

• Specify deficiencies relative to the standard.

• Indicates employee’s prior opportunity for correction.


Creating the Total PerformanceManagement Process “What is our strategy and what are our

goals?”

“What does this mean for the goals we set for our employees, and for how we train, appraise, promote, and reward them?”

What will be the technological support requirements?

Unit 6Learning Outcomes 1. Describe the appraisal process. 2. Develop, evaluate, and administer at least four performance appraisal tools. 3. Explain and.

Documents

appraising performance

performance appraisal

persons performance

performance relative

performance standards

appraisal methods

prentice hall

effective appraisal